Business Administration AP 503: Reserve Funds

Background

Planned and unplanned expenditures can occur, it is prudent to maintain Capital and Operating reserves to minimize the impact of these expenditures on the Division.

Procedures

Capital Reserves

Capital costs associated with capital equipment acquisition and replacement, new building construction and building modernization can place a substantial financial burden on a District. Accordingly, a capital plan is required whereby the District can allocate funds each year into capital reserves to distribute these costs more evenly over several budget years. The Board has endorsed the creation of capital reserves through the regular budget process for the purchase, replacement or upgrading of capital assets.

1. The following type of reserve funds may be established for the District:
   1. Land and land improvements;
   2. Buildings and building improvements;
   3. Equipment; and
   4. Vehicles.
      
      
2. In establishing reserves, the following factors will be considered:
   1. The educational services and needs;
   2. Current replacement cost, life expectancy and operational need for the assets - land, buildings, equipment and vehicles;
   3. The current Three-Year Capital Building Plan and Ten-Year Facilities Master plan;
   4. Debenture Debt - both interest and principle and, specifically, the unsupported amounts; and
   5. Current Board budget plans and the financial plan of the provincial government.

Operating Reserves

Changes in the economy or changes to funding and other external events to the Division can dramatically impact the Division, it is prudent to have reserves to minimize the impact of those events on the Division.  In establishing operating reserves the Division will follow the guidelines provided by the Department of Education as outlined in the Funding Manual.

1. The Associate Superintendent, Business and Finance, in consultation with the Superintendent, will make recommendations to the Board with regard to reserve funds.